What Regulations Does A Company Require to Complete A Fire Risk Assessment?

Fire risk assessment is one of the basic requirements for the safety of people and properties. Fire is quite dangerous, as it can happen anywhere, anytime, especially in the workplace. Fire has proven so deadly for many companies in the recent past. The consequences were so serious that they could not sustain themselves and eventually had to wind up their businesses.

A recent report on this very sensitive issue reveals that businesses had suffered losses of billions of pounds in previous years. Similarly, a report from the UK Home Department reflects a yearly increase in fire incidents.

It shows an increase of 17% in such incidents in 2023 compared to the preceding year. The most alarming part of the fire incidents is that they can happen anytime, anywhere. A little flame or an electric spark can initiate a big fire. Apart from the financial losses, a fire can also result in casualties. That’s why the authorities are always concerned about the safety of people and properties against the possible threats of a fire incidence. 

Understanding Fire Safety at Workplaces

Fire can start anywhere, anytime. Various reasons may result in a fire incidence at commercial or residential properties. Fire safety includes adopting various precautions to minimize these reasons to ensure minimum damage to workplace property and human lives.

Fire safety is "the practices and measures to minimize the damages instigated by a fire." The safety measures are generally of two types. These are intended to prevent the fire. Secondly, these are aimed at avoiding the spreading of the fire and minimizing the impact of the fire destruction.

Fire safety measures start right from the construction phase of a property. It includes structural fire safety measures. Post-construction fire safety measures include various firefighting gadgets and training of the occupants. Fire safety measures are also intended to control fire hazards. Fire hazards are the substances or circumstances that may trigger the spread of fire.

The Fire Safety Regulations

The history of fire safety regulations dates back to the 1970s, such as "Fire Precautions Act 1971" and "Management of Health and Safety at Work Regulations 1999”. However, the most recent law in this respect was introduced in 2005, known as “The Regulatory Reform (Fire Safety) Order 2005”. Its effective date of implementation was the 1st of October 2006.

Under the provisions of “The Regulatory Reform (Fire Safety) Order 2005”, all commercial properties are required to be surveyed for fire risk assessment. The public places of a residential building also come under the ambit of this order. As per this regulation, the fire risk assessment needs to be done by a competent person to conduct such an assessment. However, the order is silent about the meanings of the competency.

Who Is A Competent Person?

The relevant order is silent about the term “competent person.” Perhaps, it is due to the diversity of scope of the assessment. Based on the size of the property and the quantum of risks involved, the competence or expertise of the person may differ. However, it is understood that the person conducting the fire risk assessment must have at least the basic knowledge and experience in Health and Safety Risk Assessments.

Keep A Record of The Fire Risk Assessment

Under the provisions of the fire safety order, it is compulsory to record the findings and recommendations and preserve this document as proof of the assessment. Businesses with less than 5 employees are exempted from compulsory assessment recording in the form of a document. But it is better not to avail of this exemption, as it may be helpful in a mishap or an accidental fire. 

Who Is The “Responsible Person”?

The law binds the landlords or business managers to designate a competent person to conduct the fire safety risk assessment on their property or workplace. Under the law, this person is known as a "Responsible Person." He is responsible for ensuring fire safety measures to minimize the chances of fire eruption. For small businesses, the owner himself might be the right person for this job. However, for large workplaces, the owner may designate someone else for the job who has the knowledge and experience to conduct fire risk assessments.

Important: The responsible person in the case of large residential buildings is only responsible for the safety assessment of the common area of the building. The residents of apartments should ensure the fire safety of their residential areas on their own.

What Is Included in The Fire Risk Assessment?

Fire risk assessment is a comprehensive examination of a residential premises' entire workplace or commercial or public parts.

Here are the 5 basics every fire risk surveyor must include in the fire risk assessment. The fire risk assessment must have these five components:

1. Identify the fire hazards and risks
2. Identify the people at risk
3. Evaluate the risks and reduce or control them
4. Document the findings
5. Review and assess the fire risks regularly

How Often Is Fire Risk Assessment to Be Done?

The law binds you to review the survey regularly. Normally you need to review the assessment after every 12 months from the original fire risk assessment. You might also have to reassess your findings on the following occasions:

1. 1. After completion of 5 years from the original assessment, you are required to do a completely fresh fire risk assessment of the entire premises.
   2. When there’s a change in the layout plan of the workplace, the fire risk assessment needs to be reviewed.
   3. If new equipment is added or operational reforms are implemented at a workplace, it's time to review your initial fire risk assessment. It may require some major reforms in the fire safety plans.
   4. You may also need to perform a surprise inspection of the premises to see whether or not the recommended measures are in place and working perfectly. This is critical, as there are always possibilities of ignorance or violation of the laid down fire safety plans by some of the occupants or visitors.

Crucial Factors to Consider

While conducting the fire risk assessment, the following crucial factors must be considered:

• Assess the emergency exits in case of a fire and whether these can facilitate safe exits to the occupants in minimum time. Also, assess the workability of the evacuation plans in case of a fire. Exit facilitation plans for people with various disabilities, children, and elderly people should also be assessed.
• Examine the working conditions of the firefighting gadgets.
• Assess the performance of fire detectors.
• Ensure the flammable materials are safely stored and not placed haphazardly in the building.
• Manage the training of the employees and other occupants of the building for fire safety.

Fire Safety Regulations – 2022 – Duties of Responsible Persons Revised

Under article 24 of "The Regulatory Reform (Fire Safety) Order 2005,” a new regulation, namely, “Fire Safety (England) Regulations 2022," was launched and has been in practice since January 2023. It mainly deals with the "responsible person" role and responsibilities for conducting fire risk assessment in high-rise residential buildings comprising blocks of flats.

It binds the responsible person to provide the required information to the "Fire and Rescue Services" (FRSs) so that they may plan safety measures for high-rise buildings. Additionally, the FRSs may also provide recommendations to improve the operational response if they feel necessary.

Under the provisions of this law, the responsible person is legally bound to pass on the relevant information to the Fire and Rescue Services regarding the following aspects of a high-rise building:

1. Building plans.
2. External wall system.
3. All firefighting gadgets are installed in the building.
4. Lifts and elevators.
5. Information box containing name and contact information of the responsible person, along with copies of building plans.
6. Way-finding signage with floor numbers should be prominently visible, even in murky conditions. 

They are also required by law to provide the following information to the occupants of the high-rise building:

• Fire safety instructions on how to report a fire incident and how to react once the fire has occurred, especially how to exit the building.
• Provide complete information to the occupants about the fire exit doors and how to use them.

Conclusion

Fire seriously threatens the safety of people working in an organization or company. The responsibility for their safety is on the shoulders of the business owners and the property managers. Fire Safety Order 2005, which came into force in October 2006 in England and Wales, provides the basic guidelines on the safety of people and properties against the possible threats of a fire incident.

One of the basic legal requirements under this law is the Fire Risk Assessment, which needs to be conducted regularly by a competent person. The owners of the business and the property managers are legally required to get it done at least once every 12 months. They are also required to get this assessment reviewed regularly to ensure the safety of their employees.